Tag: Asite DMS

How to Create or Update Policy and Process Documentation

Discover how to plan, draft, and publish policies and processes that improve workflows, meet compliance, and support your organisation

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Creating or updating policy and process documentation can feel daunting. By using the proper methods, you can make documents that are easy to read, useful, and compliant with regulations, assisting with daily work.

This guide shows you how to plan, write, and publish policies and processes, including schedules, resources, and necessary skills.

Step 1: Define the Scope and Plan

Key considerations:

    • Objectives: Are you meeting compliance, improving workflows, or clarifying roles?
    • Stakeholders: Engage department heads, compliance teams, and end users early.
    • Scope: Decide which policies and processes to create or update, prioritising business-critical areas.
    • Audit: Review existing documents for gaps, outdated content, or duplicates.

Estimated time:

    • Project planning: 1–2 weeks
    • Documentation audit: 2–4 weeks

Step 2: Research and Gather Data

Key considerations:

    • Compliance: Align with regulations and standards.
    • End users: Understand how staff will use the documentation.
    • Current practices: Observe workflows and interview subject matter experts (SMEs).
    • Technology: Ensure compatibility with tools such as Asite DMS or SharePoint.
    • Estimated time:
    • Research and interviews: 4–8 weeks
    • Process observation: 2–6 weeks

Step 3: Draft Policies and Processes

Key considerations:

    • Structure: Include purpose, scope, responsibilities, and procedures.
    • Clarity: Write in plain English. Avoid jargon unless necessary.
    • Visuals: Use workflow diagrams (e.g., Visio) for complex processes.
    • Version control: Track changes and manage document versions.
    • Estimated time:
    • Simple policy: 2–4 hours per document
    • Complex policy: 2–3 days with SME review
    • Process mapping: 3–7 days

Step 4: Review and Validate

Key considerations:

    • SME review: Check accuracy and compliance.
    • Testing: Pilot with a sample group of users.
    • Refinement: Incorporate feedback and re-draft as needed.
    • Estimated time:
    • Review cycle: 1–2 weeks per draft
    • Pilot testing: 2–4 weeks

Step 5: Finalise and Publish

    • Key considerations:
    • Approval: Secure sign-off from leadership.
    • Formats: Publish in user-friendly formats (PDF, intranet, or DMS).
    • Training: Provide user guides or training sessions to support adoption.
    • Estimated time:
    • Formatting and approval: 1–2 weeks
    • Training materials: 2–4 weeks

Project Timelines

    • New documentation: 3–6 months (medium complexity)
    • Updating documentation: 2–4 months

Resources Needed

    • Technical authors: Skilled in plain English writing and structuring documents
    • SMEs: Knowledgeable in compliance, operations, and workflows
    • Tools: Document management systems (Asite, SharePoint) and process mapping tools (Visio)
    • Reviewers: Stakeholders to provide input and approvals
    • Training resources: Guides and sessions to drive adoption

Expertise Required

    • Writing and editing skills
    • Interview techniques to gather SME knowledge
    • Regulatory and compliance awareness
    • Process mapping and visualisation
    • Change management experience

Final Thoughts

Policy and process documentation reduces risk, improves efficiency, and ensures compliance. By following these steps—plan, research, draft, review, and publish—you can create documentation that staff will actually use and trust.